Assistant Community Manager, onsite

3 weeks ago

Carlsbad, United States AAM LLC Full time

Primarily responsible for assisting Community Manager(s) by providing effective customer service to onsite homeowners through in-depth knowledge of Covenants, Conditions & Restrictions (CC&R’s) and management contracts.

Position Responsibilities:

  • Provides administrative support and other tasks as directed to General Manager.
  • Partners with AAM's Management Team to ensure compliance with State and Federal Association Management Laws.
  • Develops a working relationship with community board members and various committees.
  • Assists with community inspections of common areas according to AAM's management contract.
  • Communicates with homeowners concerning compliance with CC&R's.
  • Reviews monthly financials and submits community accounts payable as directed by Manager.
  • Oversees the design review guidelines process.
  • Assists in reviewing bid proposals with Manager and provide excel spreadsheet summary.
  • Maintains accurate and current association records, calendars, and website.
  • Meeting Minute Taker for all Open and Executive Board Meetings as well as Committee Meetings.
  • Maintains meeting schedule and open communication with contract vendors.
  • Maintains strict adherence to community and company deadlines.
  • Works with Committees for community disclosure packages.
  • Coordinate all club & RC recreation committee activities in the Clubhouse with assistance in organizing the events with information to obtain necessary supplies, room setup, kitchen options & etc.
  • Book community & private events, contracts, rules & etc., for all facilities in the Clubhouse.
  • Report to Community Manager on needed supplies & inventory for clubhouse and activities and events.
  • Provided necessary keys to volunteers for storage closets, refrigerators/freezer, sound system & decoration storage units.
  • Create fliers & copies for distribution to residents for events.
  • Contact entertainers, negotiates their fees & obtains needed contracts.
  • Collect reservation forms & payment for events. Provided the list of attendees & the deposit for the event to the treasurer.
  • Prepare name tags for various events.
  • Organize seating charts and tables for events.
  • Order paper supplies, tablecloths, decorations, etc. for events.
  • Attendance to certain events for support to the committee and volunteers. Includes approximately 5 night-time / weekend days per year.
  • Maintain yearly and monthly event calendar.
  • Update the Community Marquee.
  • Email responses to questions pertaining to facility needs and policies concerning the clubhouse.
  • Attend Recreation and other Committee meetings and take meeting minutes.
  • Coordinate trash removal from Clubhouse facilities after events or gatherings to ensure no invasion of ants or rodents. Put out the trash bins on trash day & return them to the Clubhouse.
  • Work with the maintenance, landscaping, and janitorial team to address clubhouse and facilities maintenance needs.
  • Monitor heating, air conditioning, lighting, and sound in the Clubhouse.
  • Interact with residents to assist with social needs and concerns for quality of life.
  • Performs other duties as directed.


Knowledge, Skills & Abilities:
  • Strong computer software and internet proficiency.
  • Excellent interpersonal skills: positive written and verbal communication abilities.
  • Ability to handle multiple tasks simultaneously, establish priorities, and meet deadlines.
  • Exceptional organization and tracking skills.
  • Proven customer service experience, with a strong emphasis on problem resolution.
  • Ability to multitask and prepare and process large amounts of administrative and customer service items while being detail oriented.
  • Ability to function efficiently in a high volume, fast-paced environment.
  • Ability to interact and work positively and effectively with staff at all levels.
  • Advanced communication skills (both verbally and written), and the ability to communicate with all levels of management, staff, residents, and Boards of Directors.
  • Ability to work collaboratively and cooperatively within the department as well as with other departments.
Physical Demands & Work Environment:
  • Sitting in an office setting utilizing a computer and other office equipment.
  • May be required to lift boxes, fill paper trays, and other minor physical tasks.
  • May be required to set up and take down chairs and tables.
  • Walking throughout community as needed for inspections and other property needs as designated.
  • Sitting and standing for moderate periods of time.

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